Event management final project

7 de May de 2014

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Event management final project

  1. + 1, 2, 3‟s & A, B, C‟s of Event Planning By: Chelsea Smith
  2. + Central Event Management Idea “A plan is a list of actions arranged in whatever sequence is thought likely to achieve an objective.” –John Argenti Photo from: MDM0MGRkNDYzNjBiNjBh
  3. + Other „Event Planner‟ Titles  Project manager  Executive  Personal Supervisor  Art Director  Accountant  PR Practitioner  Facilities Expert  Box-Office Consultant  Salesperson  Program Administrator  Captain  Caterer
  4. + Initial Planning  “It‟s always important to remember that you are creating something that may be a lifetime memory for someone (Allen, 2009)”.  First, determine the objectives of the event  Main goal: create an event with the most attendants you can have along with full participation of each attendee while understanding the message communicate through the event (Allen, 2009).  Objectives may be tangible and intangible.  Five elements of designing event objectives:  1. Educational  2. Enlightening  3. Engaging (connect with company/group through the event)  4. Energizing  5. Entertaining
  5. + Initial Planning  After the objectives are in place, a budget needs to be created.  Create the budget on an Excel document to allow for easy reading and understanding.  Advise client at time of payments terms with vendors and include in contracts.  Once the budget is in place, visualize the event.  By calculating backwards from the budget, you can see if there is a fit or if flexibility in the budget or event needs to be found (Allen, 2009).  This marks the starting point for designing any event and allows the planner to understand what is most important to their client.  Visualization beings before the date is selected and a venue is chosen
  6. + Initial Planning  When creating a design for the event, keep in mind the five event design principles:  1. The elements: all the parts that make up the event  2. The essentials: must-haves  3. The environment: venue and style  4. The energy: creating a mood (the feeling the attendees will get when they leave the event)  5. The emotion: feelings (Allen, 2009)
  7. + D. R. I. V. E.  D: define company and objectives  R: research and develop your event vision  I: innovate and create a customized event experiences using my design principles and event objectives  V: visualize your event step by step to capture all essential logistical event requirements and expenses  E: execute with detailed precision and timing
  8. + Organization and Time  Must be organized and paying close attention to detail.  A Critical Path is created by having a calendar and working backwards from the event date at what needs to be completed before the actual event.  Break down into weeks and months prior to the event (ie. May 2- 6 weeks prior to event)  Create a Function Sheet for the event time span.  Provides everyone with a particular role for event and to make sure everything is in place for the event.  Let‟s your supplies know how you want your event to be handled.  They are working scripts for the event.  Should begin with the contact sheets that include all of the information of those for the supplier to get in touch with about the event.  The information in the function sheets is confidential.
  9. + Organization and Timing  When thinking of the timing for the event, consider what is going on earlier or later that day in the surround areas.  When selecting a date for the event, keep in mind these things that could have an impact on your event:  1. Major holidays  2. Religious observations  3. School breaks  4. Long weekends  5. Sports events  6. Other special events  7. Other considerations
  10. + Location  Choosing a site for the event can make or break the success of the event.  Some things to consider when looking at venues:  1. Location: determined by the amount on your guest list  2. Date: are there any national or religious holidays that could affect attendance  3. Season  4. Time of day  5. Indoor or outdoor affair  6. Will the event occur in other locations  7. Budget consideration -”You are limited only by your imagination and your budget (Allen, 2009).”  It is always good to have one bathroom per 75 guests (Allen, 2009).
  11. + Location  During the day of the event, you must have a copy of all permits with you on the site.  Also bring copies of the signed contracts referring to any location information or event elements (Allen, 2009).
  12. + Transportation  Whichever mode of transportation is being used for the event, it must be inclusively available to the event attendees (Allen, 2009).
  13. + Guest Arrival  The event beings in the parking lot when the guests arrive in the parking lot.  Registration and check-in should be the first thing the guests do when they get to the event.  It should be as quick and easy as possible.
  14. + Food and Beverages  ALWAYS remember to include a vegetarian option when choosing the menu.  NEVER run out of food.  For every 40 guest have 1 bartender.
  15. + Evaluation  This occurs post event.  Learning time to serve as growth to enhance your event planning skills.  Ask yourself what worked? What didn‟t work? Were your objectives met? What was the feedback from the guests? Did you make a profit or loss?
  16. + References  Allen, J. (2009). Event planning: the ultimate guide to successful meetings, corporate events, fundraising galas, conferences, conventions, incentives, and other special events (2 ed.). Toronto: John Wiley & Sons Canada.  plans-planning.php